*RECORDS & CIVIL DIVISION SUPERVISOR
Pay Range GC18S

INTRODUCTION

This classification performs duties in organizing and supervising Records and Civil Division employees of the Douglas County Sheriff’s Office.

EXAMPLES OF PRINCIPAL DUTIES

(Duties assigned to this classification include, but are not limited to, the following examples.  Any one position may not perform all listed tasks.)

1. Direct activities of employees in the Records and Civil Division. Develop, recommend and implement policy and procedures; plan work schedules of Records and Civil Division employees assuring adequate coverage; distribute the day-to-day workload among employees; maintain progress of work assigned and make adjustments to assure timely completion of required and necessary functions of the division.

2. Supervise Records and Civil Division employees. Participate in the selection, evaluation, and discipline of staff; receive, consider and recommend work-related adjustments for complaints/grievances filed, if appropriate.  Receive and approve leave requests consistent with established protocol and policy.  Counsel employees in resolution of personnel matters.

3. Provide employee on-the-job training and instruction. Prepare and present training materials in a formal training program to update skills and/or knowledge base of employees and support staff, including volunteers.  Evaluate progress and ability of employees, support staff and volunteers.

4. Maintain accurate and timely records and reports including time sheets, equipment repairs, etc.

5. Investigate complaints or questioned incidents involving Records and Civil Division employees.  Conduct LEDS, NCIC and other record audits, as necessary.

6. Coordinate maintenance and repair of equipment with appropriate vendors and services.

7. Operate Records and Civil Division equipment and assist staff as work load permits.

KNOWLEDGE, SKILL AND ABILITY REQUIRED BY THIS POSITION

Knowledge of:  Thorough knowledge of the operation and function of the Records and Civil Division, office practices, procedures and terminology, including thorough knowledge of LEDS and NCIC use process and dissemination requirements; modern office equipment and machines and grammar, spelling, word usage, etc.; reasonable knowledge of federal, state, county and local regulations and departmental policy and procedure.

Skill in:  Telephone interviewing techniques; accurate keyboarding.

Ability to:  Communicate effectively in oral and written form; plan, organize, train and supervise support staff; maintain accurate and timely records, reports, and logs; adjust to priority changes and remain calm and use sound judgment during confrontational or high pressure or emergency situations and provide leadership to staff; utilize problem identification and resolution techniques; make decisions independently in accordance with established policies, establish new procedure when applicable, and use initiative and judgment in carrying out responsibilities; efficiently organize time and meet established deadlines; courteously meet and deal effectively with other employees, other agency representatives, law enforcement personnel, vendors, community agencies and the public.

Education, experience and training:  Four years progressively responsible and related administrative law enforcement-related experience OR any satisfactory equivalent combination of education, experience and training, including two years experience in the Douglas County Sheriff’s records and civil division. 

SUPERVISORY CONTROLS OF THIS POSITION

Work is performed under the general direction of the Criminal Investigations Division Commander who provides general instructions on policy changes and sets overall priorities for completion of work.  Employee works independently and resolves questions or problems on the basis of past precedent and interpretation of policy or procedural guidelines.  Work is reviewed periodically to ensure determinations and decisions made are in accordance to department policies and procedures.

GUIDELINES

Work is performed within established departmental policies, procedures and directives; federal, state and county statutes, rules, regulations and ordinances; LEDS and NCIC guidelines; bargaining unit agreement; personnel rules; operational handbooks for computer terminals and various other reference materials.  The employee uses initiative and seasoned judgment to interpret and choose between alternative guidelines.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Regular and consistent attendance is required.  Work is performed in an office environment; work is generally sedentary but does involve bending, hearing voice conversation, keyboarding, lifting up to 14 pounds, pulling, reaching, walking, long periods of standing, sitting, stooping and twisting.